Sources Sought Beta Sam - Pharmacy Service.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

VISN 7 Network Contracting Activity 501 Greene Street Hatcher Building - Suite 2 Augusta GA 30901

POINT OF CONTACT*

Contract Officer Steven Timmons steven.timmons@va.gov

PLACE OF PERFORMANCE

109 Bee Street

Charleston SC

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A SMALL BUSINESS SOURCES SOUGHT NOTICE REPRESENTING A MARKET SURVEY AND IS NOT A REQUEST FOR PROPOSALS, PROPOSAL ABSTRACTS, QUOTATIONS, OR INVITATION FOR BIDS

The Department of Veterans Affairs is conducting a sources sought to obtain information regarding (1) the availability and capability of qualified small business sources; (2) whether they are Service-Disabled Veteran-Owned, Veteran-Owned, Small Business, HUB Zone 8(a), Women-Owned, or small disadvantaged business concerns; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. Small business concerns shall be capable of providing the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. The contractor shall meet all Federal, State, or City code requirements regarding operations of this type of service.

The NAICS code is 493110 (Size Standard: $34 million) The intent of this notice is to determine the availability of qualified commercial sources technically capable of providing the requirement in accordance with the attached Statement of Work.

Potential offerors having the skills, experience, professional qualifications, and capabilities necessary to perform the described requirement are invited to provide a capabilities statement via e-mail. The Capability statements shall not exceed three (3) pages and must include the following: 1) Company name and Point of Contact information (address, telephone, e-mail, web-site, etc.); 2) SAM UEID number and CAGE code; 3) Small Business Size/Certification (to include 8(a), HUB Zone, SDVOSB, etc.); and (4) Familiarity and product knowledge.

Responses are due no later than 1:00 PM EST, Wednesday, May 13, 2026, and shall be electronically submitted to: steven.timmons@va.gov. All responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. The response is strictly voluntary; no reimbursement will be made for any costs associated with providing information in response to this synopsis or any follow-up information requests.

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

EXHIBIT A

STATEMENT OF WORK- Care Pharmacies Contract Pharmaceutical Reverse Distribution Service This statement of work (“SOW”), adopts and incorporates by reference the terms and conditions of the Master Service Agreement (“Agreement”) which was entered into on March 24, 2026 between PHARMALINK, LLC, a Delaware Limited Liability Company, with its principal place of business located at 8285 Bryan Dairy Road, #200, Largo, FL 33777 ("PLI") and VAMC Charleston place of business located at 109 Bee St. Charleston, SC 29401 collectively “Customer”. Landing together with PLI, the "Parties", and each a "Party", as it may be amended from time to time. This SOW shall run commensurate with the term of the Agreement. Transactions performed under this SOW will be conducted in accordance with and be subject to the terms and conditions of this SOW and the Agreement.

Capitalized terms used but not defined in this Statement of Work shall have the meanings set out in the Agreement.

DEFINITIONS:

“Direct Credit” shall mean credit received by Customer, in the form of a check, from the Product Manufacturer or the Manufacturer’s Processor in lieu of credit issued to the Customer’s wholesaler account.

“Estimated return Value” (ERV) shall mean the estimated credit value to be received from a manufacturer for a product that meets the manufacturers current Returned Good Policy (RGP).

"Manufacturer'' shall mean any company engaged in the production and or sale of Products.

“Product” shall mean brand pharmaceuticals, generic pharmaceuticals, specialty pharmaceuticals and over the counter products.

“Pay by Credit” shall mean any amount due PLI, by the customer, shall be offset against the balance of the value of any present or future credits.

“Present Value” (PV) shall mean ERV at the time the product is received and processed.

“Future dated Product” shall mean products that have not yet expired and have the potential to age be eligible for credit at a date in the future according to the manufacturer return policy.

“Viable product” shall mean any product that is in the original manufacturer packaging or that has the reasonable expectation of return credit according to the manufacturer’s returned goods policy.

“Non-Viable product” is defined as a pharmaceutical that cannot be sold, returned to the manufacturer, wholesaler or reverse distributor with a reasonable expectation of credit, or donated to a charitable organization. This includes but is not limited to any product: (1) labeled “Not for Resale,” “Sample,” “Damaged,” or “Repackaged,” (2) that is void of inventory, (3) that has been dispensed outside of the original manufacturer packaging, (4) that has no reasonable expectation of credit according to the manufacturer’s return policy, and (5) considered medical waste, sharps, raw materials and/or chemicals used in compounding, compounded liquids, creams, or gels, biohazardous waste, or aerosols.

I. Summary of Services

PLI shall perform the services as set forth in this SOW in compliance with all applicable federal, state and local laws, rules, and regulations.

II. Deliverables

· PLI

· Reverse Distribution Services of Non-salable products

· Detailed Return Inventory reports.

· Certificates of Destruction.

· Customer

· Monthly report of credits received directly from Manufacturer or Wholesaler for return product processed by PLI.

III. Obligations of PLI

PLI shall provide Company with Pharmaceutical Reverse Distribution Services, including but not limited to:

· Ground shipping, via common carrier, from the returning facility to the PLI processing facility.

· Processing of returned products to determine credit eligibility according to the Manufacturer’s and/or Wholesaler’s return policy.

· Shipment of returnable product to pharmaceutical Manufacturer for credit.

· Sortation, characterization, and profiling of non-returnable merchandise.

· Disposal of non-returnable products via incineration.

· Application and execution of product return authorizations.

· Product staging and handling.

· Detailed return inventory reports and certificates of destruction.

· Access to web-based inventory and reporting applications.

· Storage and tracking of Future dated product.

a. Manufacturer Return Process

1. PLI will obtain and complete all Manufacturers’ return authorizations.

2. Through standard returns processing, the manufacturer issues the following types of credit:

· wholesaler credit,

· direct reimbursement check, or

· exchange product.

The method and amount of credit issued is determined solely by the manufacturer therefore PLI does not guarantee or warrant the provision of a refund or credit.

3. The time period for credit issuance by a Manufacturer varies based on the Manufacturer’s return policy and accounting practices.

4. PLI will leverage wholesaler invoicing when possible and deduct appropriate fees from the Customer’s return credits as credits are received.

5. Future dated products will be stored in PLI’s aging morgue and reprocessed upon meeting the requirements of Manufacturer’s return policy. Should these products no longer meet the requirements of the Manufacturer return policy, they will be processed for disposal, and the Customer will be invoiced at the current disposal rate. Future dated product will be aged if product’s return value is greater than $5.00/unit. CII product will be aged for a maximum period of 180 days in PLI’s CII vault.

b. Disposal Process

1. PLI will only process viable products that have a reasonable expectation of credit. Customer shall not send PLI any products that do not meet the definition of a viable product.

2. Non-returnable items will be documented in a non-returnable inventory indicating product name, NDC, quantity, and the reason for non-eligibility for credit.

3. All non-viable/non-returnable items will be destroyed via incineration and a Certificate of Destruction shall be provided to the returning facility. The Customer will be invoiced at the current per pound disposal rate.

c. Reports

PLI will provide return detail reports after processing all returns. This report will include product name, national drug code (NDC), lot number, quantity, and estimated return value (ERV). These reports will be available upon completion of each return and available on the PLI website.

d. Return Service Components

1. Return Preparation & Support Service:

· Easy to use web-based reporting application

· Management and generation of user names and passwords for facility users

· Setup site and product records in databases and systems

· Customer formulary and pricing import – if customer price file is not made available to PLI, industry WAC will be used for pricing.

· Return Policy and Return Authorization management

· Verification of Site licensing and credentials

· Facility and User Training

2. Return Processing Services & Systems Maintenance:

· Password resets, changes, and maintenance

· Project management and reporting

· Receipt and documentation of packages from facilities

· Physical processing and reconciliation of received product

· Data entry to systems and material handling

· DEA 222 form management

· Waste characterization, inventory, and disposal of non-returnable products

· Storage of packages prior to processing and disposal

· Future dated product will be aged if product’s return value is greater than $5.00/unit

· Future date CII product will be aged for a maximum period of 180 days in PLI’s CII vault

· Preparation and submittal of RAs to Manufacturer

· Random quality control and processing validation

3. Post-Return Services:

· Witness and Certification of Destruction

· Return Processing Reports

· Credit distribution to returning facilities

· Credit research and reconciliation

· Customer service and Help Desk for facilities and users

· On-going handling and return of product from future date aging morgue

IV. Customer Responsibilities

· Provide PLI with current price file, if available, prior to first shipment otherwise standard industry WAC will used to determine ERV.

· Comply with all federal, state and local regulations regarding the packaging and shipment of pharmaceuticals to PLI.

· Provide PLI with accurate representative inventory of shipments.

· Send “viable” product only.

· Appointment of Customer representative to manage account.

· Provide PLI with an authorization letter allowing PLI to contact Manufacturers and Wholesalers on behalf of the Customer for credit processing.

· Provide PLI with assistance in researching credit status with Manufacturers and Wholesalers as requested.

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V. Pricing Off-Site Service*:

· Returns Inventoried and Packaged by Customer

· Shipments are Picked Up at Doorstep

· Free Shipping to PharmaLink

· Free Shipping to Manufacturers

· Detailed Processing Reports

· Complete Customer Service n/a

On-Site Service:

· Field Rep(s) Come to Facility

· All Items are Inventoried and Packaged for Shipment

· Shipments are Picked Up at Facility

· Free Shipping to PharmaLink

· Free Shipping to Manufacturers

· Detailed Processing Reports

· Complete Customer Service

10% ERV

Inventoried Disposal*:

· Hazardous Waste

· Non- Hazardous Waste, Schedule ll-V Pharmaceuticals

· Pharmaceuticals

$2.50 / lb.

$ .99 / lb.

$.99 /lb/

C2 Services*:

· DEA 222 Forms

· Processing and affiliated DEA paperwork

· Detailed Processing Reports

· Free Shipping n/a

Minimum Fees:

· Off-Site Services

· On-Site Services

· C2 Services n/a $499.00/return (On-site) $99.00/return (C2 Services)

Future Dated Products:

· Storage Fee

· Handling/reprocessing fee

Not applicable

VI. Terms & Conditions

1. PLI provides professional services (“Services”) to determine the proper disposition of return goods and products (“Goods”) which may be returned to manufacturers, wholesalers, or their agents who offer credit for returns (together “Participant(s)”) and prepares the necessary documentation further to the Services according to the specific Participants’ separate prevailing “Return Goods Policy” and “Return Value”.

2. The pharmaceutical return services in this agreement are priced based upon a percentage of the Estimated Return Value (“ERV”) from the manufacturer after return processing. For reporting purposes, PLI shall value all products utilizing current contract pricing, direct pricing, average wholesale pricing (“AWP”), wholesaler acquisition cost (“WAC”), or whichever is applicable. The Estimated Return Value (“ERV”) is for reporting purposes only. PLI DOES NOT WARRANT OR GUARANTEE A SPECIFIC REFUND METHOD OR CREDIT AMOUNT FROM THE MANUFACTURER.

3. Your wholesaler may have contracted with PLI to utilize “batch processing,” an industry standard process, to maximize efficiency, credit value and expedite the manufacturer’s credit process. Batch processing may require the Customer’s product to be intermingled with product from other customers for shipment to the manufacturer. As a result, the Customer’s credits may be: (1) pro-rated based on the percentage of the Customer’s product included in the shipment to the manufacturer, (2) subject to the wholesaler’s administration fee, and (3) vary in value per return.

A manufacturer may elect not to participate in a batch return program. Products that PLI determines credit eligible, based on the manufacturer’s return policy criteria, shall be returned directly to the manufacturer or their agent. PLI shall invoice the Customer separately. PLI’s Service fees shall be based on ERV and equivalent to the SOW agreed upon percentage rate. Invoice shall be due upon receipt.

4. Customer will receive a list of all returnable and non-returnable Goods and a non-binding credit estimate. All credit estimates and Services procedures are determined by strict participants’ return policies and PLI's proprietary pricing files. The Customer facility will receive credit directly from the Customer’s participating wholesaler or PLI for the manufacturer’s determined credit value, less Services fees payable to PLI. PLI service fees will be deducted from the Customer’s actual credits.

If the Customer receives a Direct Credit from the Manufacturer or PLI’s Service fees cannot be deducted from a Customer’s return credits, PLI shall issue an invoice to the Customer for the amount due for services rendered, spill clean-up fees and environment surcharge fees for payment. PLI reserves the right to accommodate Customers’ billing practices to include Customers’ handling/processing/drop ship credit fees as an item separate from the fee for Services.

5. Goods deemed non-returnable or non-creditable shall be destroyed in accordance with the laws governing such destruction and shall be manifested accordingly. Disposal fees, including minimum amount due will be invoiced directly to the Customer.

6. PLI will accept waste as defined under the term “viable” as defined in this Agreement. Any waste received according to the viable definition will be disposed of according to applicable federal, state, and local guidelines and charged per pound, regardless of controlled schedule. PLI will provide a certificate of destruction within thirty (30) days of receipt of product and after the product has been properly destroyed.

7. This Contract is not a hazardous waste disposal contract and therefore, PLI will not knowingly accept non-creditable hazardous waste for processing or disposal. In the event PLI does either inadvertently accept or later discovers a product is non-creditable hazardous waste, PLI will process the non-creditable hazardous pharmaceutical product according to applicable federal, state, and local hazardous pharmaceutical waste requirements.

8. The Hazardous Waste Fee will pertain to all RCRA listed waste and all other waste requiring special handling and hazardous waste disposal.

9. If ant credit eligible product is received by PLI for processing in returnable condition and subsequently damaged or lost while in possession of PLI, causing said product to be ineligible or unavailable for credit shall not be liable if any credit eligible product is received by PLI in returnable condition and subsequently damaged or lost in transit or while in possession of PLI, the ERV less any fees due would be reimbursed to the client.

10. Any Goods that are returned to PLI for processing from the 340B Drug Pricing Program, Patient Assistance Programs (PAP), charitable donation, humanitarian aid, or any other discount program must be identified and separated, by the Customer, prior to shipment to PLI. Eligible organizations/covered entities under the 340B Drug Pricing Program must notify PLI of program participation prior to shipment for proper 340B return processing.

PLI bears no responsibility in the determination of 340B status without express notification from the Customer. PLI is not responsible for the credit value determination of 340B Goods due to the complexity of contracts and rebates involved.

11. Customer represents and warrants to PLI that all of the Customer’s return Goods hereunder shall comply with all applicable federal, state, and local laws, including without limitation the Prescription Drug Marketing Act (PDMA) and shall meet all other applicable Food and Drug Administration (FDA) requirements and guidelines.

12. Customer represents and warrants to PLI that Customer is the owner of all of the Customer’s Goods and agrees to provide PLI proof of Goods ownership upon request. Failure by to provide such proof shall release PLI from any and all liability related to the disposition of such Goods and the performance of the Services related thereto.

13. PLI shall not be held liable for product value and or service fees when manufacturers or wholesalers become insolvent, file for bankruptcy protection or do not follow the remittance instructions provided them by PLI.

14. PLI reserves the right to dispose of Product PLI believes is not in a creditable state with claim for payment. Disposal fees, including minimum amount due will be invoiced directly to the Customer.

15. Customer will be charged a Future Date Storage Fee as indicated in Section V. The storage fee will be accrued and invoiced monthly. When items meet return policy criteria and are eligible for credit, they shall be reprocessed at the agreed processing fee and returned to the manufacturer.

16. In no event shall PLI be liable for consequential, punitive, special, or other damages except as specifically provided in these Terms and Conditions.

17. Any amounts due to PLI may be offset against the balance of the value of any present or future credits.

18. Customer shall pay a product transfer fee to PLI of $1.16/per item if, upon contract termination, Customer requests product stored by PLI be transferred to another reverse distributor or other supply chain entity. Customer shall be responsible for all shipping and freight charges for product transfer.

19. PLI shall make all efforts to expeditiously collect manufacturer and wholesaler credits. Should PLI be required to hire a third-party collection service to collect unsettled credits, the Customer may incur an additional fee, contingent on credit recovery, to offset those collection expenses.

20. PLI shall not be liable for the value of, and cannot guarantee credit for, goods that were purchased outside of normal distribution channels. This includes Goods that were not purchased directly by the Customer or directly by the Customer from an approved distributor. This also includes Goods that were purchased outside of the United States, as well as counterfeit items. PLI may require proof of purchase and reserves the right to destroy Goods without issuing any credit. PLI shall not be liable to reimburse the Customer or provide payment in any form in the event and to the extent PLI rejects the Customer’s Goods for any reason.

21. Any shipments that result in a leak or spill, as a result of improper packaging from a customer location may be assessed a $25 spill cleanup fee.

22. Shipments that contain improperly documented C2 items may be assessed additional compliance fees.

23. Should a Manufacturer deny credit based on a Product lot not being sold to the Wholesaler/Customer or the Product sold was short dated the Customer may be invoiced storage, freight and handling.

24. Any return, under this contract, consisting of Product strictly for disposal shall be invoiced to the customer at the current disposal rates.

25. All invoices are due upon receipt. All drafts dishonored for any reason shall be assessed a $25.00 service charge. If a credit card is used to purchase the Services, the Customer agrees not to dispute such charges and further agrees to use best efforts to resolve any good faith dispute.

26. Shipping is FOB destination, freight prepaid, uninsured. Client Product is held on consignment basis by PLI pending a determination of creditability and product return or non-creditability and disposal.

27. PLI reserves the right to review pricing annually and make adjustments should costs change significantly.

28. Customer shall provide PLI written notification of any location closing, bankruptcy proceeding initiated or any legal action to which Customer is a named party. Upon location closure a forwarding address shall be provided to PLI.

Sources Sought Notice